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Smartdoc

Smartdoc Product

Home » Smartdoc Product

  • Introduction
  • Document Management
  • Invoice Recognition & Robot Accounting
  • Document Automation
  • Legal Archiving, Governance, Risk & Compliancy (GRC), GDPR
  • Process Automation
Menu
  • Introduction
  • Document Management
  • Invoice Recognition & Robot Accounting
  • Document Automation
  • Legal Archiving, Governance, Risk & Compliancy (GRC), GDPR
  • Process Automation

Introduction

What?

In the simplest way, Smartdoc is a 2 icon application that allows users to quickly archive and retrieve documents.

In our experience we saw that 90% of the time 90% of the users choose speed and efficiency over countless double clicks on folders and windows in order to store or retrieve information in or from the right location. That is why

Smartdoc invented the easiest user interface in the history of document management. A 2 icon interface. The first to store documents, the second to find documents.
And that is where it starts, but not where it ends.

How?

The Smartdoc solution uses Microsoft’s powerful database technology (SQL server). All documents that are added are deeply analysed and stored in a structured way.

This method makes it possible to set up a reliable and efficient document structure that has numerous advantages over traditional hierarchical tree structures. The stored metadata makes searching for information and structuring search results easier, faster and more efficient.

Learn how document management can simplify your business life

A well-organized digital work environment is key to store and find the information you need. In this whitepaper we explain you what document management is and how your business can benefit from it.

Download our whitepaper

Features

As Smartdoc allows to search on full text, metadata, timestamps, periods, owner, securitytype, annotations… our document management solution becomes the most powerfull tool to help you find the correct information immediately.

But Smartdoc can also automate tasks. Repetitive documents can be categorised automatically, combined with a workflow, security and much more. Repetitive tasks that require manual interventions can be handled by the Smartdoc software.

Why?

The possibility to quickly archive and find documents through the Smartdoc interface is used in many organisations.

E.g, within HR organisations Smartdoc manages contracts, employee records and mail traffic. Departments that handle a lot of quality documents can profit from the fast archive functionalities and the possibility to auto tag the files. Smartdoc is used to handle scans, mail traffic, office documents, pdf, photo’s in any part of an organisation.

Document Management

What?

The goal of a document management application is to help users to categorise and index documents more easily. This allows to create an efficient and more agile environment where information is stored in a central archive. This way users can have easy acces to the information they need to do their job.

How?

Full text search

Smartdoc makes sure that any file is completely searchable. Our algorhytms search for any old and forgotten file, or photo attachment to a file and makes it searchable. So you can be 100% sure that you will find anything back, even if your archive contains millions of documents.

Lifecycle management

Smartdoc allows to set up lifecycle management for any kind of document to comply with GDPR regulations. Archiving dates are automatically retrieved and can be connected with an expiration date, a period, an archive destination and a sensitivity.

Office™ integration

Smartdoc integrates with Word, Excel or Powerpoint. Easy plugins allow to archive directly. These plugins can be combined with Document Recognition, Workflow automation…

Index fetching

Indexes can be added manually or can be fetched out of a document. Smartdoc can auto-complete index fields and incorrect indexing can create validation errors in the solution. All indexes can be updated, changed or completed within the Smartdoc solution itself or integrated with any other application.

Rename files automatically

All documents can get renamed automatically. This makes that file names are much easier to recognize in search results.

Mass migration

Smartdoc allows you to seamlessly import external archives, explorer structures or other document management solutions into the new structure. This can be done while retaining the existing metadata or folder names.

Smartdoc integratie

Why?

With the intuïtive Smartdoc user interface all users are immediately ready to use the application on a daily basis. As Smartdoc is based on the central archive principle, anyone can access the documents they need to do their job on a daily basis.

Invoice Recognition & Robot Accounting

What?

Smartfin is a tool that allows you to automatically recognize fields from invoices such as amounts, dates and VAT numbers and forward them to your financial package as a booking proposal.

Smartfin is a separate module that can be seamlessly integrated into your existing Smartdoc configuration, allowing you to run your invoices through an approval or notification flow and legally archive and retrieve them in accordance with VAT legislation.

Split & Merge

What ERP Solutions?

Expertem, Brilliant, Adsolut, Topaccount, Winbooks, BOB50, KPD, SAP Business One, Foodmaster, Exact Online, Exact Globe

Features

Easy integration

Smartfin has a standard integration with many accountancy and ERP solutions.

Workflow automation

Smartdoc allows to create document workflows for any kind of document. We can work with multiple approvers and integrate status changes with other applications such as ERP, CRM, Asset Management tools and more.

UBL creation

Smartdoc can transform any invoice into an UBL (UBL 2.1 or 2.0), XML or CSV format which can be read by most ERP and accountancy applications.

Audit support

Smartdoc keeps the documents in accordance with VAT legislation. In this way you create a legal and auditable archive. In addition, all actions on the documents are stored and it is possible to set a storage period and final destination. Read more on our blog.

Automated pre-booking

With the Smartfin Module, Smartdoc can automatically process all scanned and digital invoices. Header information such as amount, VAT, dates and VAT numbers are recognized automatically and controlled. The invoice information can be send to the erp or accountancy solution.

Maak aantekeningen

Why?

Smartfin is used in financial departments to guide the users in a quicker way of inputting financial data into the accountancy system. Invoices can be combined with approval and notification flows within the organisation. Flows can be combined with other criteria such as the sender or a maximum amount. This way a 10.000 € invoice can follow another approval flow than a 100 € one.

Document Automation

What?

The goal of document automation is to reduce the time spend on indexing and categorising documents by creating automated processes. This way the handling of repetitive document tasks can be transferred to the Smartdoc software.

How

By automatically recognizing documents by content or keywords, the Smartdoc software allows documents to be handled automatically.

Features

Document Actions

Document Actions is a feature in Smartdoc to automate recurrent actions. Document Actions can be configured to eliminate manual interventions and to automate time consuming actions.

Smartdoc OCR

Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.

Business rules

Smartdoc allows to create business rules in the application. Different database fields can be compared and create validation errors, start workflows or automate processes. The setup can be created within the Smartdoc database itself or can compare different fields with different databases.

Automatic processes

Recurring operations and processes can be automated effortlessly in the system. This is done on the basis of comparison of database fields and notifications.

Auto-categorization

Recurrent Document tasks can be automated by combining Document Recognition with automated workflows. Document Automation means that documents can be processed 50 times faster than with conventional document management solutions.

Why?

By automating tasks Smartdoc can reduce the risk of errors drastically. The time spend on administration can be reduced and the employees can become more productive. Document Automation is used by Smartdoc clients to handle insurance claim management, store quality reports, handle HR files, project information, store photo material, contracts, checklists etc.

Win time through document automation

Learn how to reduce the amount of manual work by automating repetitive tasks. Document automation is the new Document Management!​
Download our whitepaper
Document Automation is the New Document Management

Legal Archiving, Governance,
Risk & Compliancy (GRC), GDPR

What?

Traditional tree structures do not have a lot of flexibility when it comes to storing documents in a legal way or with respect for privacy.
Legaal archief

How?

Smartdoc can be an instrumental part of any ISO documentation or certification or as a tool to implement a GDPR strategy. Smartdoc allows to link any document to a security, a lifecycle, and end destination and a privacy level. All actions on the document are stored in an audit trail.

Features

Document tracking

Smartdoc tracks and logs every action on any document. This way, the administrator can always have a complete overview of all actions in the database. Document tracking is an essential part of any GDPR implementation.

Integrity

Integrity is maintained at all times and documents remain unchanged. This also guarantees the legal contradictory nature of the stored information. Only a new version of records can be made.

Version management

Smartdoc makes it easy to create new versions of existing documents through an easy check out/check in process.

Smartdoc OCR

Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.

Lifecycle management

Smartdoc allows to set up lifecycle management for any kind of document to comply with GDPR regulations. Archiving dates are automatically retrieved and can be connected with an expiration date, a period, an archive destination and a sensitivity.

Why?

The rules concerning finance and GDPR related processes become stricter every year. The way these processes are documented are subject to controles and can create risks. Smartdoc can offer a solution for these challenges.

How to deal with documents while protecting data privacy?

In this whitepaper you will learn how you your document management platform complies with GDPR.

Download our whitepaper
Whitepaper GDPR

Process Automation

What?

Process automation means that the different actions that apply to documents are guided by the application. E.g. documents that require actions, completion, tasks or notifications.

How?

By automating the process, Smartdoc suggest the next step in the process. The Smartdoc application offers dropdownlists, creates mandatory fields and indicates which information is missing or needs to be completed.

Features

Workflow and permissions

Smartdoc supports the setting up of workflows and approval procedures with different authorization levels. Within the workflow the security settings of documents can be changed. Sensitive documents can be protected from (groups of) users.

Smartdoc OCR

Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.

Business process management (BPM)

Companies working in different time zones or locations can benefit from automated workflows that are easy to set up. Most optimizations have an enormous impact on cost cutting and revenue generation.

Workflow automation

Smartdoc allows to create document workflows for any kind of document. We can work with multiple approvers and integrate status changes with other applications such as ERP, CRM, Asset Management tools and more.

Why?

By automating processes within Smartdoc daily routines become more solid and efficient. Information is always tagged in the same way and errors and liabilities are avoided.

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If you have any questions about Smartdoc  or need more information, please let us know

Schedule a demo

We will be happy to schedule an appointment to show you a demo at your convenience

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